COMMERCE PROGRAM COORDINATOR

Position Summary

The Commerce Program Coordinator will function as the Office Manager.  The Office Manager maintains daily schedules, reviews incoming correspondence, and prepares responses when necessary. The candidate will complete GED administrative activities, maintain the database, create error-free correspondence, conduct research, analyze and interpret data, and generate scheduled and ad hoc reports as directed. This position is governed by state and federal laws and agency policy. The Office Manager will provide outstanding customer service requiring in-depth knowledge and understanding of programs, processes, or services, and administer varied or related processes. In addition, the candidate will serve as a key administrator for the grants management system. This position will create and maintain a database of division projects for reporting purposes, which includes the Division of Adult Education's strategic plan. This position will respond to GED and adult education inquiries from the public, process GED transcripts and WAGE certificates.

This position requires on-site employment with no remote or hybrid options available.

Preferred Qualifications

• The formal education equivalent of a bachelor's degree in business administration, office adminstration, communications, public relations or a related field.
• Two years of experience in an office or program administration, public relations or a related field.
• One year of experience in a supervisory or leadership capacity.
• Demonstrate initiative, analytical ability, responsible discretion, and motivation to achieve performance expectations with minimal supervision.
• Possess critical thinking skills and a high level of integrity.
• Proficiency in Microsoft Office products, especially Excel and Word.
• Database management experience (e.g., Microsoft Access) is preferred.
• Effective oral and written communication skills.
• Accurate application of grammar, punctuation, and spelling.
• Public presentation experience (desired).
• Good mathematical aptitude.
• Strong management and organizational skills with attention to detail.

Job Responsibilities and Expected Results

1. Develop and implement office procedures necessary to meet department objectives.
2. Act as one of the key system administrators of the Grants Management System and Management Information System
3. Schedules and organizes meetings, prepares agenda, and may take minutes for meetings.
4. Organizes, arranges, and attends, when necessary, conferences and seminars related to department objectives.
5. Coordinates office activities with directors and other professional staff, monitors office activities and workflow, and makes periodic reports to supervisors.
6. Prepares statistical and financial reports relative to the operation of the professional services office and submits to department officials.
7. Compiles and maintains administrative information and records, such as budget, purchasing, and accounting.
8. Provide assistance in resolving operational and administration issues; identify issues and conduct research to find alternative solutions; make and assist in the implementation of recommendations.
9. Coordinate grant administration activities: review and monitor grant applications; ensure paperwork and other supporting documentation are included with grants.
10. Maintain a working knowledge of the Division of Adult Education strategic plan.
11. Collect data, create, update, and track division office activities relative to progress on goals and objectives.
12. Read, comprehend, and effectively apply federal, state, and agency policies, procedures, and administrative guidelines to facilitate processes.
13. Research and verify information to provide technical assistance to the public, agency staff, and other entities as directed.
14. Identify and critique potential problems and recommend cost-effective, feasible solutions that are conducive to achieving desired outcomes.
15. Exercise responsible discretion to protect the integrity of all confidential agency, client, student, and employee information.
16. Maintain files consisting of correspondence, reports, and subject matter material for assigned specialists.
17. Assists others in the department if needed. Types and submits weekly, monthly, and annual reports.
18. Respond to GED and adult education inquiries from the public, process GED transcripts and WAGE certificates.
19. Create documents and templates using MS Word, Excel, and PowerPoint.
20. Collaborate with management staff and employees to share and receive updated information regarding new initiatives, issues, or to resolve problems.
21. Perform other duties as assigned.